TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:July 2, 2024
SUBJECT: Conejo Canyons Bridge at Hill Canyon Treatment Plant – Habitat Restoration Project (CI 5527)
RECOMMENDATION:
1. Approve the project design, plans, specifications, and Addendum No. 1 for the construction of Conejo Canyons Bridge at Hill Canyon Treatment Plant (HCTP) for Habitat Restoration Project (CI 5527).
2. Award construction contract to Habitat Restoration Sciences, Inc. (Vista, CA) in the amount of $317,500 plus a contingency of $30,000.
3. Approve budget transfer in the amount of $175,200 in FY 2024-25 from A/C #001-4410-671-8300 (CI 5527, Conejo Canyon Bridge Project) to A/C #001-4410- 671-5610 (CI 5527, Contracted Services/Landscaping).
4. Authorize expenditure in the amount of $347,500 ($317,500 construction contract plus $30,000 construction contingency) as follows: $172,300 from A/C #001-4410-671-8300 (CI 5527, Conejo Canyons Bridge Project) and $175,200 from A/C #001-4410-671-5610 (CI 5527, Contracted Services/Landscaping).
5. Delegate authority to the City Engineer to approve changes in the design, plans, specifications and working details of the project on work directives and change orders up to the project approved contingency amount.
6. California Environmental Quality Act (CEQA): A Mitigated Negative Declaration (MND) was approved for this project by the Planning Commission on March 14, 2022.
LEVINE ACT ITEM: No
Conejo Canyons Bridge at HCTP – Habitat Restoration Project (CI 5527) July 2, 2024
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FINANCIAL IMPACT:
No Additional Funding Requested. $777,772 in available carryover budget is included in the Adopted FY 2024-25 General Fund Capital Budget (CI 5527) and $49,999 available carryover budget in Adopted FY 2024-25 Wastewater Fund Capital budget, resulting in a total available budget of $827,771. The Habitat Restoration work is estimated at $347,500. The total cost of the bridge project, including the habitat restoration work is $3,152,464, which is partially offset by a $30,000 donation from the Conejo Open Space Foundation, a $654,000 contribution from Conejo Recreation and Park District, and $200,000 from Conejo Open Space Conservation Agency (COSCA).
BACKGROUND:
COSCA and the City partnered to construct a bridge across the Arroyo Conejo Creek southwest of Hill Canyon Road in the Conejo Canyons Open Space area (Attachment #1). The bridge was identified in COSCA’s Conejo Canyons Management Plan as a high-priority project for improving public access and is a key component of the trail system in the Conejo Canyons Open Space. It connects existing trails on either side of the creek and is an important link between the Conejo Canyons and Wildwood Park open space areas. The bridge also provides emergency vehicular access out of Hill Canyon for wildfire purposes, as well as a new direct and safe crossing for Public Works vehicles between the City’s Municipal Service Center and HCTP. COSCA Park Rangers may also use the bridge for maintenance and open space management.
On September 25, 2018, City Council approved a Professional Services Agreement with Stantec Consulting Services, Inc. (Stantec) (Contract No. 11855- 2018) in the amount of $124,792 for the design and engineering of the bridge project. There were six subsequent amendments to the Stantec agreement increasing their total contract amount to $396,460, which included the work associated with the preparation of the contract documents for the post-construction habitat restoration as required by the California Department of Fish and Wildlife (CDFW) permit conditions. The construction of the bridge was completed in April 2024. The CDFW permit requires a comprehensive post-construction habitat restoration phase to commence following the completion of the bridge construction and be maintained by the contractor for five years.
The construction contract documents and engineering plans for the project’s post- construction habitat restoration phase were completed by Stantec in October 2023 in compliance with CDFW permit requirements and are available for review upon request to the Public Works Department by e-mail at [email protected] or by phone at (805) 449-2400.
Conejo Canyons Bridge at HCTP – Habitat Restoration Project (CI 5527) July 2, 2024
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DISCUSSION/ANALYSIS:
City Council authorized bidding of the post-construction habitat restoration on November 14, 2023. The Notice Inviting Bids was published in the Acorn and on the City’s procurement website on December 22, 2023; however, no bids were received on the original bid opening date on January 31, 2024. The project was therefore readvertised in the Acorn on April 19, 2024, and posted on the City’s procurement website per Public Contract Code Section 22037 and Thousand Oaks Municipal Code 3-10.306. Four bids were received on May 29, 2024, however, two of the bids were not opened due to not having provided the required accompanying bid bonds. The bid results are as follows:
Bidder Bid
1 Habitat Restoration Sciences, Inc (Vista, CA) $ 317,500.00 2 Wildscape Restoration, Inc (Ventura, CA) $ 359,351.33 3 Senel Construction & Engineering, Inc (Thousand Oaks, CA) Not opened 4 Terra Form, Inc (La Canada, CA) Not opened
The lowest bid is from Habitat Restoration Sciences, Inc. in the amount of $317,500. The engineer’s estimate is $260,000. The discrepancy between the engineer’s estimate and the construction bid amount is reflective of the current construction bidding environment, with the construction cost index continuing to remain on the rise. Based on the consistency of the bid amounts between contractors, staff is confident that the cost is reasonable.
The bid package submitted by Habitat Restoration Sciences, Inc. has been reviewed and found to be in order. The bid protest period has elapsed with no formal protests received. Staff recommends award of the construction contract to Habitat Restoration Sciences, Inc.
The estimated project costs are as follows:
Design/Construction Engineering Services (prev. approved) $ 396,460 Environmental Professional Services (prev. approved) $ 176,860 Engineering Extra Services (prev. approved) $ 9,100 City Furnished Materials (prev. approved) $ 10,000 Completed Bridge Construction (prev. approved) $ 2,212,544 Habitat Restoration Contract (this action) $ 317,500 Construction Contingency (this action) $ 30,000
Total $ 3,152,464
Conejo Canyons Bridge at HCTP – Habitat Restoration Project (CI 5527) July 2, 2024
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The tentative schedule for completion of the project is as follows:
Start of Construction September 2024 Project Construction Completion December 2024 Complete 5-year maintenance & plant establishment Spring 2029 CEQA: A MND (MND #2019-70483) was approved for this project by the Planning Commission on March 14, 2022.
Community Outreach: The project’s MND was published for public review in November 2021 and was approved by the Planning Commission on March 14, 2022. A dedicated project website has been created: www.toaks.co/ccbridge, where updated project information will be provided throughout the construction phase. Staff is coordinating with COSCA in relation to any potential trail impacts during the habitat restoration project. COSCA will also be engaged in oversight of the habitat restoration work.
This project meets City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments.”
CIP PROJECT PRIORITY (as outlined in 2023-24 & FY 2024-25 CIP Program Budget)
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
E. Complete ring of open space around the City; Protect and preserve ridgelines, natural habitat, and designated open space areas.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
Conejo Canyons Bridge at HCTP – Habitat Restoration Project (CI 5527) July 2, 2024
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G. Participate in public-private and multi-jurisdictional opportunities to ensure residents have access to high levels of parks, recreation, education and leisure programs and services.
PREPARED BY: Saeed Zolfaghari, Associate Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
Documents Provided Under Separate Cover:
#1 – Project Plans, Specifications, and Addenda
DPW:850-20\ev\Council\2024\070224\CI5527\Conejo Canyons Bridge at HCTP Habitat Restoration Project staff report.docx